When your invoices are exported into Xero, they will sit there until you apply a payment in Xero, which then imports the payment back against your invoice in Xero Practice Manager.

However, until now, if you applied a “Prepayment” or “Overpayment” in Xero against the invoice, this type of payment wouldn’t flow back against your Xero Practice Manager invoice.

This meant that you’d either have to manually apply the payment twice (once in Xero, then again in Xero Practice Manager) or if you didn’t notice, you’d likely have a bunch of “unpaid” invoices with parts of the balances outstanding in Xero Practice Manager.

The release we’re making in the middle of August will allow the prepayments and overpayments you’ve applied to your Xero invoice to automatically import against your Xero Practice Manager invoice along with payments and credit notes which have previously imported.

Import “Overpayment” and “Prepayment” payment types from Xero

Create an invoice in XPM

Invoice is exported to Xero

Apply payments to the invoice in Xero – In this case we’re using the “Overpayment” payment type in Xero

When the Xero payments are imported into Xero Practice Manager, the payments will show as one line. The total now includes all types of payments, including in this example another payment I’ve added to this invoice since the initial overpayment.

If you drill down on the payments tab, then you will see each payment listed.

Map your Xero invoice lines based on the Job Category

Edit the job category and select an Income account to map all invoice tasks and costs for jobs of this type. You can also select a Xero tracking category here to be applied to all invoice lines for jobs with this job category.

Add the category to the job

Create an invoice with more than one job on it, (multi-job or bulk invoice) from either the Invoice Manager menu or WIP manager:

Image A: Invoice is created from Invoice Manager menu

Image B: same invoice is created from WIP Manager menu – first select the jobs to include in your invoice:

And then select “grouped by client” to create a multi-job or bulk invoice by client, where you might have more than one job per client.

This multi-job invoice shows a summary of two jobs. You can click to expand the jobs and view the tasks and costs per job.

All invoice lines created on jobs where a job category has been applied, will now be mapped to the Xero account and/or Xero tracking categories you have selected under the Job Category settings.

Invoice in Xero – J001021 mapped to “consulting services” as per job category set up. J001022 mapped to the default “sales” account, as this job has no job category applied.